Administrative/Business Procedure

Payroll BPA B Student/Temp-Hr

Overview: The Student/Temp-Hr payroll process includes all hourly students and temp-hr employees that do not receive benefits. Students/Temp-Hr employees submit approved timesheets on the last day of the month. The time sheets are entered into the system and payroll is usually finalized 2-3 days before payday. Payday is the 10th of the month or the Friday before if the 10th falls on a weekend.

Responsible Person / Seq. / Action / Comments
All Students and Temp-Hr / 1 / Prepare time sheets for supervisor=s approval
Supervisor / 1a / Supervisor approves time sheets and sends them to Payroll
Payroll Assistant / 2 / Receives time sheets for payroll
Payroll Assistant / 2a / Puts in alpha order, checks addition and matches time sheets with authorizations. / Checks to see that employee is authorized for current time period
Payroll Assistant / 2b / Notifies dept if there is no current authorization or if there is an authorization and no time sheet / Does not notify PE or REC Center due to high volume of students that do not work each month
Payroll Assistant / 3 / Enters all time sheets with earnings code from authorizations
Payroll Assistant / 3a / Receives spread sheets from RGC for Uvalde, Eagle Pass and Del Rio campuses, check entries made by Business Asst in Del Rio to make sure correct earnings code is used and correct time is entered / If there is a problem, notify Bus Asst and wait for corrections then recheck entries
Payroll Assistant / 4 / Run trial payroll after all entries are made
Payroll Assistant / 4a / Checks all time sheets and spread sheets against entries made on payroll register report to make sure they were entered correctly / If corrections are made, rerun report and check correct entries
until report is satisfactory

10/6/2018

010 Business Procedure

Administrative/Business Procedure

Payroll Assistant / 4b / Run focus report, enter on PR Control Log and run USAS to balance state figures / If they do not balance, must find out why and rerun until they balance
Payroll Assistant / 5 / Run TINS to set up new employees as Texas Payees / OIT submits file to TX Comptroller=s Office
Payroll Assistant / 6 / After payroll balances, set parms and have OIT do HRS backup
Payroll Assistant / 7 / Run final payroll including calc, checks, direct deposits, labor, USAS, W-2, HRIS, work study focus report and FRS payroll feed / Print reports
Payroll Assistant / 8 / Prepare inventory sheets and UPS packets for all three RGC campuses, prepare envelopes for checks to be mailed, prepare envelopes by department for direct deposit recipients and ones to be mailed individually, make sticky notes for checks to be flagged for I-9=s and do tax deposit on line
Payroll Assistant / 8a / Payroll checks, direct deposits, deduction check requests, reports, work study report and items in #8 are taken to accounting for processing
Accounting / 8b / Gives checks to Cashiers for separating and distributing on payday
Payroll Assistant / 8c / Direct deposit receipts are returned to Payroll after signatures and are separated and distributed to departments
OIT / 9 / OIT submits electronic USAS file to TX Comptroller
USAS Specialist / 9a / Notifies payroll if employee is not set up in TINS / Senior Buyer in Purchasing or Payroll Supervisor need to set up vendor online at TX Comptroller for USAS reimbursement to process
OIT / 10 / Uploads payroll feed from HRS to FRS
Payroll Assistant / 11 / Payroll voucher, deduction, labor and tax payment taken to Accountant
Accountant / 12 / Notifies Payroll Assistant of any discrepancies in benefits
Accounting Assistant / 13 / Deduction checks returned from Controller=s office / Usually only child support deduction checks
Payroll Assistant / 13a / Deduction checks sent to appropriate recipient with supporting documents
Payroll Assistant / 14 / Direct deposit file is sent to WTNB before payday
Payroll Assistant / 15 / Sends Work Study Focus report and RGC work study print out to Financial Assistance for spreadsheet preparation
Financial Assistance / 15a / Sends work study focus report to PR Assistant for monitoring of work study accounts each month / This prevents the students from going over their work study eligibility

Shadow systems: Work study focus report and work study spread sheet. Focus report on labor and benefit totals by fund.

Document Decisions: Does trial payroll, labor and benefits balance before continuing to final payroll

Document Business Process Improvements: Paycheck distribution. Why carbon copy of check? Time sheets B Can they be calculated on line so PR assistant does not have to re total all of them.

10/6/2018

010 Business Procedure